Pom Receipts Entry

The Pom Receipts Entry program allows you to receive goods into the warehouse. Receiving can be performed with or without a PO. A batch number is automatically created by the system based on the current date and the warehouse period start and end dates defined in the atrieveWarehouse calendar database. The batch type code will be RRR and the batch number created will be displayed in the upper left corner of the screen. Use your cursor keys to move from field to field during entry.

Order

• If you receiving goods ordered on a PO created by the purchasing system, enter the PO number. The PO number will be validated and the related vendor number and vendor name from the PO will display. You will proceed to the warehouse prompt.

• If you are receiving goods that were not ordered on got to Vendor field.

Vendor

• If receiving goods for which no PO exists, enter the vendor number the goods were received from.  The vendor name will display at the bottom of the screen.

• Entry of a blank vendor number will exit the program.

Warehouse

• Enter the warehouse number where the goods have been received. The warehouse number must exist in the Warehouse Database. The master warehouse as defined in option #2 of the atrieveWarehouse Master Profile will display as the default.  The warehouse name will display at the bottom of the screen.

Pack Slip

• Enter the packing slip number sent with the goods received. If you have already recorded the receipt of the goods in the Receiving Log Maintenance program, the packing slip number entered will be displayed as the default. This field is optional and is a maximum of 10 characters in length.

Note: If a PO was entered refer to the Vendor Based Receiving instructions.

Order Based Receiving

When entering receipts against a PO the program will load all purchase order detail lines and display the fields related to receiving. Fields displayed include ordered quantity, stock number, unit of measure, receiving conversion factor, price, and balance. The PO line description for the line currently highlighted will be displayed in the window at the bottom of the screen. A running total of the quantity ordered, balance, and received will display above the description window.

You must match the items listed on the packing slip to the purchase order lines displayed on the screen. If the packing slip lines are in the same order as the purchase order lines this task will be simple; however, in most cases the line will not be in the same order and an alternative method must be used to match them. You can use your cursor keys to move through the list until you find the PO line that matches the item you are receiving. However; if the PO is very large, this can become a very time consuming process.

Another method involves entering specific text and allow the program to perform a search to try to locate the PO line item. For example, if you received some hammers and you want to locate the related purchase order line, press , and enter the word Hammer. The program will search for the first PO line with the word Hammer in its description. 

Still another facility that can be used to simplify the matching of the pack slip to the purchase order is the use manufacturer part numbers. You can specify the manufacturer part numbers for a particular stock item in Stock File Maintenance. These part numbers can then be assigned to the purchase order line items during Purchase Order Entry or Change to help identify the exact stock item you wish to purchase. During receiving, you can press , and enter the manufacturers part number from the pack slip. The program will try to find the PO line with the matching manufacturer part number. This facility requires a great deal of communication and coordination between the purchasing and warehouse departments to be successful.

To finish entering receipts, press Enter on the last line in the list and the Order Based Receipts Entry Menu will be displayed.

Received

• Enter the quantity of goods received. The quantity cannot be negative. Returns must be entered in the Return To Supplier Entry program. If PO notes exist for the line, they will display in a window. If backorders exist for the stock item, a window will appear displaying a summary of the back ordered requisitions. If outstanding returns exist for the stock item and vendor, a message will display. If the goods being received are identified as replacement goods for an outstanding return, run the Outstanding Return Processing program and flag the return as completed.

Factor/Price

If atrieveWarehouse master profile option-Receiving Price/Factor Entry is set to Y, a message will display in the bottom left corner of the screen = Edit Factor/Price. Change the receiving factor and/or price  at the received quantity prompt. This will prompt you for the receiving factor and price.

The receiving factor should only be changed if the goods are received in a unit that differs from the unit specified on the PO. The receiving factor refers to the actual number of units in the container received. A change in factor will more than likely also require a change in price as the old price was based on the original purchase factor. If the cost per unit for the stock item changes due to a change in the receiving factor, a window will display asking you if the new cost per unit is correct.

For example, if you have a stock item which you purchase in cases of 12 bottles and issue by the individual bottle, the conversion factor on your stock item will be 12.

If you ordered in cases and receive a shipment of 6-packs, you must change the receiving factor from 12 to 6. Generally, you would not pay the same price per 6-pack as you were paying per case; therefore, the price should also be changed. If you usually pay $13.00 per case, the price per 6-pack should be about half or $6.50.

Dealing with the same example, if you receive a 24-pack, you must change the receiving factor from 12 to 24. This should also cause a change in price as you would likely pay double for a 24-pack resulting in a price change from $13.00 to $26.00.

Further to this example, if the vendor who ships to you suddenly changes their case size from 12 bottles to 11 bottles but still wants to charge you $13.00 per case you must change the receiving factor from 12 to 11. This will cause a change in the cost per unit; however, the new cost per unit is correct as it reflects the smaller case size.

The receiving price must be positive. The receiving price refers to the actual price per unit quantity of goods received. The price per unit will display on the packing slip related to the received goods.

Note: You will be forced to enter the price and/or factor if either of them were entered as a negative value on the original purchase order.

Attachments

• Click on the attachment icon to view or upload an image.

Multiple Distributions

• If you are receiving against a purchase order line with multiple distributions and the atrievePurchasing master profile  - Issue Distribution At Receiving is set to Y and atrievePurchasing Master Profile - Display Full Issue Distribution is set to 'Y', a Multiple Distribution Issue Entry screen will display requiring you to distribute the received quantity. The description of the GL account currently highlighted will be displayed in a window at the bottom of the screen and running totals of the quantity received, issued, and outstanding will be displayed above the description window.

New Issue

• Enter the quantity issued to the associated GL account. 

To finish entering issues, press on the last line in the list and the Multiple Distribution Issue Entry Menu will display.

Multiple Distribution Issue Entry Menu

If you are authorized to enter distributions, a message Distributions will appear at the bottom right corner of the screen for every PO detail line with multiple distributions. If you wish to modify a distribution, press  and the Multiple Distribution Issue Entry Screen will display allowing you to make any modifications necessary.

Order Based Receipts Entry Menu

Vendor Based Receiving

• When entering receipts without a PO you will be prompted for the stock number you are receiving, and the quantity received. Fields related to the stock number such as unit of measure and conversion factor will display. The price displayed will be the vendors last purchase price for the stock item entered. The stock description for the line currently highlighted will display in the window at the bottom of the screen. A running total of the quantity received is displayed above the description window. Due to the fact that no PO number was entered, the program automatically creates a unique vendor receipt number during update. This number will be the letter 'V' (vendor) followed by a 9-digit number. The program will display the vendor receipt number after the files have been updated. This number can be referenced later for inquiry and reporting purposes.

Stock

• Enter a valid inventoried stock number from the stock file. Press the magnifying glass to locate a stock number by stock description. The purchase measure, conversion factor, and last purchase price will be displayed. The description of the stock item will display in the description window at the bottom of the screen.

• Entry of a blank stock number will terminate entry and display the Vendor Based Receiving Menu.

Received

• Enter the quantity of goods received. The quantity cannot be negative; returns must be entered in the Return To Supplier Entry program. If backorders exist for the stock item, a window will appear displaying a summary of the backordered requisitions. If outstanding returns exist for the stock item and vendor, a message will display. If the goods being received are identified as replacement goods for an outstanding return, you should run the Outstanding Return

• Processing program and flag the return as completed.

Factor/Price

If atrieveWarehouse master profile option #17=Receiving Price/Factor Entry is set to Y, a message will display in the bottom left corner of the screen  = Factor/Price. You can change the receiving factor and/or price by pressing  at the received quantity prompt. This will prompt you for the receiving factor and price.

The receiving factor should only be changed if the goods are received in a unit that differs from the unit specified on the PO. The receiving factor refers to the actual number of units in the container received. A change in factor will more than likely also require a change in price as the old price was based on the original purchase factor. If the cost per unit for the stock item changes due to a change in the receiving factor, a window will display asking if the new cost per unit is correct.

The receiving price must be positive. The receiving price refers to the actual price per unit quantity of goods received. The price per unit will display on the packing slip related to the received goods.

Note: You will be forced to enter the price and/or factor if either of them contain a negative value in the stock file.

Vendor Based Receipts Entry Menu